SAGE items

A sale needs a few SAGE items besides your products: one for a custom sale at each VAT rate, one for a refund with no product, one for shipping. They are in the zrsPOS admin under Settings → SAGE items, with the barcodes that match your products and the details SAGE gives a new customer.

For each item zrsPOS first looks for a suitable one in your SAGE: active, without stock, at the right VAT rate. If it finds one it proposes it; if not, it proposes creating one. Nothing is written to SAGE until you confirm. Then zrsPOS shows each step (checking SAGE · creating · reading back), reads each item back from SAGE and checks its VAT group, its type and that it is active before it counts. Pressing the button twice, or SAGE answering slowly, never creates an item twice.

You can also choose an item of your own: on each item's page the SAGE item field searches your whole SAGE by code, name or barcode. An item that can't be used is listed greyed, with why: it has sizes or colours, it tracks stock (SAGE would move stock on every sale), or it has the wrong VAT. When you save, zrsPOS checks the item in SAGE first.

Custom sales: one item per VAT rate

A POS custom sale (a line typed at the till, with no product) has no barcode. It is invoiced on a generic item for its VAT rate, with the cashier's text as the description: 23 %, 13 %, 6 % and VAT exempt on the mainland. A sale at a rate with no item waits in Documents until the item exists; then press Try again.

Set up N items in SAGE creates or uses every missing one at once. Its confirm lists each item with a tick: untick any you would rather choose yourself.

VAT exempt

The VAT-exempt item needs its VAT exemption, chosen by your accountant. Only the codes your SAGE accepts on a document are listed. zrsPOS creates that item only after the exemption is chosen.

Madeira and the Azores

A store in Madeira sells at 22 %, 12 % and 5 %; in the Azores at 16 %, 9 % and 4 %. zrsPOS knows a store is on an island by its time zone or by its Shopify address. Then Custom sales shows a choice, Rates for: Mainland · Madeira · Azores, each with its state, and the list shows that region's rates.

Island items come from your SAGE: choose each one. zrsPOS checks that it really charges the island rate on a document. In SAGE that takes a VAT group whose mainland line has the island rate too (ask your SAGE partner); an item on a normal group would charge the mainland rate, so zrsPOS shows it as wrong VAT, with the rate it has and the rate it needs.

Refund without a product

Carries the amount on a credit note when money is refunded without a product line (a goodwill gesture, a price adjustment). It is an item without stock, at 23 %.

Shipping

A sale with shipping needs a shipping item; without one the sale waits rather than being invoiced for less. Shipping is not a product line in Shopify: zrsPOS writes it as a line with the shipping item, because SAF-T only accepts amounts on lines with an item. Until a POS sale with shipping is seen, the page says it is not needed yet.

The shipping refund item is optional. Empty, a shipping refund uses the shipping item, reversing exactly what was invoiced; with no shipping item either, it uses the refund item.

Barcodes

Each sale line finds its SAGE item by the variant's barcode. Check the barcodes reads your active Shopify products and looks each barcode up in SAGE; it changes nothing. You see "N of M active variants find their item in SAGE" and every variant that misses, with why (no barcode in Shopify, or a barcode SAGE doesn't know), a search, a filter by reason, pages of 25 and Export. Tap a product to open it in Shopify.

When there are more than 2 000 misses the list shows the first 2 000; every one is still counted. A SAGE company change clears the last check: check again.

zrsPOS does not create or change your products in SAGE or in Shopify; it only measures and shows. SAGE accepts the same barcode on two items and then answers with the first one it finds, and a discontinued item still sells: if two items share a barcode, fix it in SAGE.

New customers in SAGE

When a sale with a NIF creates a customer in SAGE and the sale doesn't say these details, zrsPOS uses: Country, VAT regime and VAT zone, each from your SAGE's own lists. Where SAGE suggests a value, one tap uses it. These defaults are only for new customers: each store's documents carry the store's own VAT zone (on the store's page).

The price on a SAGE item does not matter

Shopify is the price authority. Every document line carries the price from Shopify. The price you see on these items in SAGE is never used.

The Tax Free deposit

The deposit item is chosen, created and checked on the Tax Free page, the same way as these items.

What Working means

SAGE items is Working when each item it needs (the custom sales at every rate your stores sell at, the refund, shipping once it is sold, and the shipping refund when one is chosen) exists in your SAGE, is active, has no stock and is at the right VAT rate, read back from SAGE, and the new-customer details are set. Barcodes are shown but do not by themselves block it: a variant that misses only holds its own sales.

Problems

Each one has a page that says what you see, what happened and what to do; its button opens the exact item.

Elsewhere

Returns of online orders in store have their own page: Online returns.
Store credit as a voucher is under Payments.
The Tax Free deposit and codes are on the Tax Free page.